Hybrid Events: Why Audio Decides Who Feels Present

Hybrid events have gone from stopgap to standard: part of the audience sits in the room, the rest joins remotely. And in almost every project I consult on, the same thing decides whether the remote half feels like participants or like spectators – the audio.

People forgive a shaky camera. But when they cannot tell who is speaking, or voices blur into one another, they tune out. This is where spatial audio does more than any second camera ever could: it makes audible where something happens, who is talking to whom, and how big the room is that you are moving through.

This article shows what potential lies in the sound of hybrid and virtual events – from the basics (why “can you hear me?” is the wrong way to start), through listening zones, to 3D audio demos that actually work better remotely than in the lecture hall.

Such as the virtual events. The shift to online events has enabled organizations to reach a wider audience and explore hybrid events, combining in-person and virtual components for greater flexibility and engagement.

Even though I have already been able to take a closer look at some VR platforms as a consultant, the providers themselves should not be the topic today.

Choosing the right event platform and event tech is crucial for hosting successful virtual and hybrid events, as these solutions support immersive experiences, integrations, and operational efficiency.

I am more interested in showing what hidden potential immersive audio can bring to such virtual conferences, networking, or whatever events, and where solutions are still needed. Virtual events also open up new possibilities for lead generation by collecting attendee data and providing new engagement opportunities.

Houston, Can You Hear Me?

Ever noticed: a Skype, Zoom Meeting usually do not start with a “Hello”. Instead, you greet each other more with a “Can you hear me?!” in front of your smartphone or computer screen. In virtual meetings, new approaches are needed to connect attendees and maintain attendee engagement, especially as teams become more geographically dispersed.

This phenomenon is similar in virtual reality, only much more complex: Because you are in a virtual space with other participants, you have to think spatially when you listen to the sound. Virtual spaces are specifically designed to help virtual attendees interact, network, and connect attendees more effectively, enhancing the overall experience.

Physical Distance Parameter

At real events, a few meters of distance is enough to make sure that nobody is listening in unintentionally. Reverberation is a major factor that helps to convey a sense of presence. Imagine a staircase where you are having a conversation.

In reality, your own voice and that of the person you are talking to echo through every floor. As a result, our brain directly knows how loud we need to speak and who is likely to hear us.

Unlike in an in person event, physical events, or traditional events—where sound naturally travels and creates a shared auditory environment—virtual environments must simulate these effects to replicate the same sense of presence and spatial awareness.

Voice with virtual reverb

So in reality, we hear our voice twice. One part is emitted through the room, reflected and perceived by our ear. And one part is transmitted directly from the speech organ without detours as bone sound. This also leads to the fact that our own voice sounds so unfamiliar to us on recordings – we simply hear ourselves differently.

In VR, however, the first point is omitted because the voice is not reflected in space. However, it is possible to implement this function, which is quite computationally intensive and is implemented quite complex in games, for example.

Implementing realistic audio in virtual environments also requires careful consideration of technical aspects such as tools, software, connectivity, and equipment to ensure a seamless and immersive experience. We will see what the future brings in terms of games. It could definitely make VR games more fun!

Sound design creates more than just Presence in virtual reality

Now the topics “localization”, “distance” and “presence” have already been addressed.

But especially the last point is missing a decisive factor: The finetuning through sound design. Incorporating immersive content and interactive features such as real-time audio cues and spatial soundscapes can significantly enhance the unique event experience, making virtual events more engaging and memorable for participants.

Multi-channel audio formats, such as 5.1 or 7.1 surround sound, are increasingly being used to create a more realistic sense of space and directionality. These technologies enable interactive experiences that set virtual events apart from traditional formats, allowing attendees to feel more connected and engaged throughout the event.

Ambience sound as a Basis

Even if our voice – as described above – can realistically propagate in virtual space through reverb parameters, our brain still thinks we are in an empty, abstract space. If we hear reverb on our voice, we still don’t really know whether we are in a train station, a concert hall, or a restaurant.

Only when we hear a basic atmosphere, such as clinking cutlery, can our brain correctly classify the place as a restaurant.

In virtual experiences, carefully crafted ambient soundscapes enhance immersion by helping attendees intuitively recognize and engage with different digital environments.

The challenge is therefore the following: Good sound can’t be missing but it can’t be conspicuous either. Some platforms for virtual events use audio objects to create sounds such as birds (outside) or room sounds (inside). However, this is not the most optimal approach, as the sound is easily localized and generates unnecessary attention. Multi-channel audio formats offer better possibilities to breathe life into such spaces.

Dedicated booths in virtual events can also use unique audio cues to attract and engage attendees, making each branded space stand out within the digital environment.

Interactive UX Sounds and Audio Objects

Let’s talk briefly about the “hard sound effects”, i.e. sounds that are triggered by interactions. A good example is steps because these are almost the only sounds we make when we move.

If this is not acoustically translated into VR, it can quickly happen that a person suddenly and unexpectedly stands next to you because you couldn’t hear how they approached you. Customizable avatars can have unique audio cues for their movements, further enhancing the sense of presence and making it easier to identify individuals in a virtual space.

In reality, we usually perceive other people unconsciously. When they stand behind us, we cannot see them, but we can hear them. We are only frightened by this when someone sneaks up on us – the ears simply could not warn us.

Interactive audio features like these also help facilitate networking opportunities in virtual environments by making conversations and connections feel more natural and engaging.

The Tech Behind the Sound: Virtual Event Technology

Virtual event technology has transformed the landscape of online events, making it possible to create truly immersive and engaging experiences for attendees around the globe. As virtual events have become more prevalent, the demand for sophisticated event technology has skyrocketed.

Today’s virtual event platforms are equipped with a suite of advanced features designed to replicate—and even enhance—the dynamics of in-person gatherings.

At the heart of these platforms are technologies like virtual reality (VR), augmented reality (AR), and 3D virtual environments. These tools allow event organizers to create interactive spaces where attendees can move freely, network, and participate in sessions just as they would at a physical event.

The integration of immersive audio is a key component, ensuring that every conversation, keynote, and networking opportunity feels authentic and engaging.

Whether it’s a virtual conference, a product launch, or a virtual trade show, the right event technology can make all the difference. By leveraging 3D virtual environments and real-time audio, event organizers can create unique experiences that keep attendees engaged and connected.

As the technology continues to evolve, we can expect virtual events to become even more interactive, accessible, and impactful for audiences worldwide.

Metaverse Events and the Rise of Sonic Worlds

Metaverse events represent the next frontier in virtual event experiences, taking place within expansive virtual worlds that are limited only by imagination and technology.

Unlike traditional virtual events, metaverse events immerse attendees in interactive environments where every element—from the visuals to the sound—contributes to a sense of presence and community.

One of the most exciting developments in this space is the creation of sonic worlds. These are carefully crafted audio environments that go beyond simple background music, using advanced sound design to create dynamic, interactive soundscapes.

In a metaverse event, attendees might hear the subtle hum of a virtual expo hall, the distant chatter of other attendees, or the immersive sounds of a keynote session—all designed to enhance the overall experience.

With the integration of virtual reality and augmented reality, these sonic worlds become even more engaging. Attendees can explore different areas of a virtual world, each with its own unique audio signature, making the experience feel both personal and communal.

As new technologies continue to emerge, the possibilities for creating engaging, interactive experiences in metaverse events are virtually limitless, offering event organizers powerful new ways to connect with their audiences.

Augmented Reality: Blending Real and Virtual Soundscapes

Augmented reality (AR) is redefining how sound is experienced in virtual events by seamlessly blending real and virtual soundscapes. This technology allows event organizers to overlay digital audio elements onto the real world, creating a hybrid experience that feels both familiar and innovative.

In the context of virtual events, AR can be used to simulate the acoustics of real-world locations, such as the lively ambiance of a conference room or the immersive atmosphere of a concert hall. By carefully designing these audio environments, event organizers can help attendees feel more connected and engaged, even when participating from remote locations.

The use of AR-driven soundscapes not only enhances the sense of presence but also helps to combat the isolation that can sometimes accompany online events. Attendees can experience interactive audio cues, spatial sound effects, and even personalized audio content that responds to their actions within the virtual space.

As AR technology continues to advance, the potential for creating truly engaging and memorable virtual event experiences will only grow, offering new ways to captivate and connect audiences in the digital world.

Speech intelligibility is more important than Speech quality

Language is an important medium for communication on virtual events platforms. Nevertheless, the voices of the conversation partners usually sound a bit like “over the good old telephone”. The reason for this is data reduction. Several factors, including data reduction and technical limitations, impact speech quality in virtual events.

Hearing tests and psychoacoustic analyses have shown that we do not need to hear all frequencies in order to interpret speech content. Artificial intelligence is increasingly being used to improve speech intelligibility and enhance the overall audio experience in virtual environments.

With Social-VR this means that all voices sound rather electronic and tinny. The sound engineer would also speak of a “bit crusher effect”. In the end, that’s exactly what is done: the bit rate is crushed.

As a best practice, it is important to measure success by evaluating audio quality and user engagement to ensure effective communication in virtual events.

The hardware is not the Problem

And the built-in microphones of VR glasses like the “Oculus Quest” or “Oculus Go” don’t sound too bad. But the priority is the real-time audio transmission – so the data packets must be kept as small as possible in order to continue to be transmitted in an understandable and seamless manner for virtual events.

Currently, the first audio codecs are already being developed specifically for virtual events software. Thus, on the platform of the provider “High Fidelity”, many people in a room can find their friends just by hearing. “TivoliCloud-VR” has already licensed the codec. So there is a lot happening in the backend of the tools at the moment.

There are no challenges if you can avoid them

However, please make sure to observe an audio netiquette: Everyone involved should wear headphones to avoid crosstalk between the audio playback and their own microphone!

If the sound is played via loudspeakers, it goes straight back into the microphone. This means that conversation partners hear each other with a slight time lag and a rather unpleasant feedback is created. You know it from virtual telephoning with Skype or Zoom.

The whole thing can technically be solved with noise reduction, but it’s best not to let this obstacle arise in the first place to get started 😉

When participating in virtual events using mobile devices, ensure your device’s audio settings are properly configured to maintain clear communication and minimize feedback. Additionally, collecting post-event feedback is essential to evaluate and improve the virtual audio experience for future events.

These platforms provide all the tools necessary for organizations to facilitate virtual meetings, events, workshops, and training sessions in the metaverse. Because from the viewpoint of my sound world, there are many other exciting applications in this field that show how virtual audio conferences can offer even more possibilities than reality.

Listening Zones of the car in virtual reality

Listening zones have long been a topic in the automotive audio sector. Here I have already illuminated how in the future passengers could experience different listening experiences at the same time and in the same room, without creating a cacophony of sounds for everyone. So who would have thought that this principle would first find resonance in virtual reality?

Like in a car, only better

In Laval Virtual 2020, the virtual event tool “virBELA” has already been implemented as a listening zone variant. Different areas could be entered where individual acoustic physics applied. Only those who were also in the area could hear what was being said in the room. Even if you were standing not far from the door – where in reality you would hear everything – you couldn’t understand a word here. You could only see the VR avatars in this area, especially when using a VR headset. An interesting concept that is not so easy to implement in reality.

This is where the advantages of VR come into play

Having a private conversation in a public conference or during team meetings can be difficult enough. There has to be a retreat on site. But with SocialVR spaces you can simply teleport quickly into one of the listening zones and continue talking undisturbed – how convenient.

Discuss on lectures with seat neighbors in VR meetings

I don’t know if it’s just me, but when I am sitting in a presentation, I often feel the need to discuss the new information directly with the person sitting next to me. In reality, however, one has to refrain from doing so in order not to disturb the speaker and everyone else present. Virtual audio conferences and the concept of listening zones could also be a good solution here, providing an immersive experience that enhances collaboration and engagement.

The commentator in me

In VR events within the virtual world, it would, therefore, be possible to “play” commentator in real-time. I have nothing against frontal lectures and I don’t want to claim that my lectures are exceptionally entertaining. But this way the whole thing would have a more interactive character for me. I love to participate in TV quiz shows or to share more or less qualified comments on Twitter with my friends during football matches.

This can be embarrassing

Currently, however, it is still relatively difficult to find out which avatars can hear you in virtual space. If you whisper in the audience during a real lecture, chances are good that no one else can hear you. In VR, however, the whole room may hear it – oops! So it’s still better to just sit still and save your questions for the end. But with the right VR event software and platforms for vr meetings, more would be possible.

Presentations with Spatial Audio Demos

I like to give workshops and lectures, but one thing is especially difficult for me as a sound designer: to showcase audio samples. Unfortunately, especially the topic “immersive Audio” is only easy to understand once you have heard it. But the conditions with only simple loudspeakers and a noisy atmosphere are usually not optimal at normal VR conferences – virtual audio conference would be a good solution for your next event!

If you are used to premium

At AES (Audio Engineering Society) or other audio events, one often has the luxury of having first-class reproduction systems in every lecture room. There are speaker arrays with 7.1.4 wdm_placeholder_number_113446 or dozens of headphones for the entire audience.

But with virtual event platforms, it is now very easy for me to make 3D audio tangible. Because everyone has headphones at home. So you would only need one way to send a stereo signal via the Livestream. And listeners can enjoy binaural demos without having to be physically present, enhancing team building through shared immersive experiences.

Sounds good? There’s more!

In the next step, it would even be possible to work in combination with VR glasses and head-tracking. In other words, one would not only show a generic stereo example, but everyone could experience the feeling of “the sound revolves around me”. This is achieved by using multi-channel surround formats or object-based audio, for example. In short: I have the feeling that virtual audio conference, in the form of 3D-Audio-Demos, could boom all the more through VR event platforms, especially with innovative solutions emerging from tech hubs like San Francisco!

Fun stuff you wouldn’t do in real life: An immersive experience

Since LinkedIn is more of a professional social media platform, I’d rather show the silly things you can do with VR technology on my homepage. I’m sure the list can be continued. So if anyone else has had similar experiences here, please share them with me!

Moving strangely – without wanting to

Partly, it’s the young technology’s fault, partly it’s your own. For example, when I once sat down on a virtual chair in a normal way using a VR headset, my arms went up for the people sitting next to me for no reason. Everything looked normal to me. But for those involved, it looked as if I was just trying to dance “Thriller” while sitting down. In this case, it was probably because I was using the VR application with the Oculus Quest while other people were present with a desktop application.

Tracking is also still in its infancy. But the development of technology is rapid. But mostly only the hand movement is imitated and the computer interpolates what the arms would probably do. So even if you move normally, your arms may flutter all over the place.

Dialogues in VR are… different

Probably the sound nerd in me is acting here, but in the virtual world, VR conversations take place differently than in reality. In VR I rarely look at my conversation partner, but I listen all the more. I often turn my head away to hear how to locate the sound source. I also tend to teleport back and forth to judge the sound everywhere. How far away can I turn my head and still understand what is being said?

The interesting thing is that it’s not just me. So you have to get used to the fact that you talk to people and they listen to you but do strange things in the meantime.

Spatial audio helps people turn away less, as I found out in my case study. But in VR, both eye contact and lip movements are important. But in VR, both eye contact and lip movements are important.

But in most cases, eye-tracking or a conversion of the mouth movement depending on the sound is still missing. Therefore, avatars in VR often have sunglasses on or a headset in front of their mouth. In this way, one does not move in the “uncanny valley”, i.e. the acceptance gap, where we would find virtual conversation partners pleasant or disturbing. The ViveProEye already seems to work as a Plug’n’Play device, but the technology still has to establish itself with the consumer.

Currently, however, there are already providers such as High Fidelity, Sansar, NEOS, and Sinespace who have implemented automatic animations. For example, the face, the avatar, the mouth, and also the eyes are moved in real-time when talking. The mouth moves according to the waveform and the eyes are automatically directed to the other speaker.

With some SocialVR providers, this works as well as a dear expert told me:

“It happened that I told people half my life story and was thrilled what good listeners they are. The eye contact, the nodding, but no talking in between, it was all there. Only to hear later: “Hey I’m back. Sorry, I was away for a moment. Did you say something?”

So you see or hear: Virtual events are incredibly complex from a sound point of view and offer many possibilities to use this booming terrain.

I’m happy to help you unfold the full potential of virtual audio conference.

Conclusion: hybrid events need an ear for audio

Whether it is a conference, a product launch or an internal town hall: hybrid events reach more people than any purely physical format – but only if remote attendees do not feel like viewers of a livestream. Spatial audio is the strongest lever for that: it makes conversations easy to follow, rooms believable, and demos something you experience instead of watch.

For how this plays out in related formats, have a look at silent discos at live events, virtual concerts with 3D audio, spatial audio in video calls and communication in the metaverse.

Let’s talk about your project

Are you working on a VR experience and the audio still feels flat?